Why robust healthcare scheduling software is a must in 2025
Effective, efficient scheduling is essential in long-term and post-acute care settings. Without it, schedulers spend grueling hours balancing team member needs with complex workforce regulations and resident care requirements. Administrators lack the visibility required to hire the right people at the right time.
Healthcare scheduling software can help increase resident quality of life, support team-member work-life balance, save schedulers time, and give administrators the tools they need to make critical workforce decisions.
This guide will show you how to evaluate the many solutions on the market so that you can find the best fit for your facility.
What to look for when evaluating healthcare scheduling software
Free healthcare scheduling software can cost you
Healthcare scheduling platforms are a worthwhile investment. The problem with free programs is that they’re often generic and can’t provide the reporting and compliance tools that long-term care organizations need. OnShift, for example, is purpose-built for long-term and post-acute care with industry-specific features to make schedulers’ and administrators’ lives easier. When you’re using inefficient scheduling software or paper scheduling, the wasted administrative time can add up quickly, and finding critical information during an audit may be difficult, if not impossible.
Must-have healthcare scheduling software features
- Streamlines scheduling: Saves your schedulers time by enabling them to automate shifts and key processes.
- Supports flexible shifts: 97% of healthcare professionals say they need more flexibility, so make sure your scheduling software enables you to meet your team’s needs.
- Updates schedules in real-time: Reduces scheduling conflicts and records last-minute changes where the entire team can access them.
- API integrations: Seamlessly connect with the technology your team already depends on.
- Compliance and PBJ reporting: Helps maintain regulatory compliance with accurate, on-demand PBJ reporting
- Team-wide communication tools: Eliminates the need for one-off text and email threads and centralizes communication.
- Organized, easily accessible scheduling data: Provides administrators with accurate, up-to-the-minute information for informed decision-making.
Benefits of healthcare scheduling software for long-term care facilities
Reduces unnecessary overtime
Scheduling software helps facilities allocate hours effectively, reducing overscheduling, unnecessary overtime and the burnout associated with relying too heavily on a handful of healthcare professionals.
Helps to improve resident care
Efficient scheduling ensures optimal workforce levels, helping you deliver the highest quality care possible.
Assists with regulatory compliance and documentation
With built-in compliance tracking and reporting, facilities can maintain accurate records and more easily adhere to state and federal regulations.
Reduces administrative burden
Saves schedulers valuable time, freeing them up to focus on resident-centered initiatives.
Questions to ask healthcare scheduling software companies during the demo
- Can my team create schedules instantly, based on past schedules?
- How does the platform notify team members of new schedules? How about open shifts?
- How does the platform log call-offs?
- How does the platform alert team members of shift openings?
- Once the schedule has been posted, is it possible to add shifts as needed?
- What options does this platform provide to accommodate team member availability?
- Can I identify gaps and overages proactively?
- Can I automatically approve shift requests? If so, does this platform offer any overtime protection?
- What software does the platform integrate with?
- Do you have a mobile app? If so, can my team members access it?
- Does your platform enable my team members to request open shifts or portions of a shift?
- Can team members request off via the platform?
- Does the platform provide built-in PBJ reporting for CMS compliance?
Conclusion
To choose healthcare scheduling software that will benefit your entire organization, first evaluate your facility’s unique needs. Then, look for companies that specialize in your industry and have the features you require to deliver high-quality care and retain your most valuable team members. Finally, interview companies that provide the features your organization needs, and involve key stakeholders in making your final decision.
About ShiftKey
ShiftKey is a technology company committed to transforming healthcare by leveraging data and a marketplace approach to connect independent licensed professionals with facilities with open workforce needs. ShiftKey is playing a vital role in advancing empowered work, stability and solutions for professionals, facilities and the people and communities they serve. With 10,000 healthcare facilities and hundreds of thousands of independent licensed professionals on the platform, ShiftKey is the market leader in strategic workforce solutions, driving a more sustainable, inclusive and profitable workforce economy for the future. For more information about ShiftKey, visit www.ShiftKey.com.
